To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
Daniel Sailer, Director of Public Works
From: Frank Castillo, Project Manager
Title
Resolution Approving a Construction Contract with Vance Brothers, Inc., for the 2024 Slurry Seal Project
Body
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Executive Summary
Maintaining the Town’s streets is important for public safety, travel efficiency, and as a means to extend the useable life of the streets. This overall project is the annual Pavement Maintenance Program (PMP) for the Town’s street system and is intended to preserve the Town’s street infrastructure. Preservation and rehabilitation treatments work to extend the lifespan of street segments at the lowest lifecycle cost. And, once street segments reach the end of their lifespan, reconstruction projects are identified. The PMP, and reconstruction projects meet the Town’s Vision Statement goals of:
• Providing outstanding community services including police, fire, emergency medical, parks, recreation, water and transportation
• Ensure a Town government accountable for its vision, mission and values
The Town of Castle Rock annually budgets for the PMP to perform needed maintenance to the Town’s street system. Maintenance work generally consists of asphalt patching, overlay, reconstruction, slurry seal, sidewalk, curb & gutter repair, concrete panel replacement, and other pavement preservation treatments. Town Council approved the rotating Five Year Pavement Maintenance Program. The 2024 maintenance work will be performed at various locations within the West PMP regionalized area. All maintenance activities are summarized on the 2024 PMP map (Attachment A).
The budget for the overall 2024 PMP $15,100,000. A bid of $617,977 was recived from a competitive contractor. The Town requests a contingency amount ot 10%, or $61,798 to address any unforeseen issues. Staff is comfortable with the contingencies and believes the identified work can be managed to comply with the plans and specifications. Contingency amounts will only be used if needed during this period. Any remaining contingency may be used to further expand the scope of work.
Notification and Outreach Efforts
Staff has developed specific public coordination outreach to ensure that residences and businesses will understand construction impacts and how this may affect access to individual businesses and residences. Public outreach will occur in numerous forms such as; 1) the Public Outreach Open House, 2) Town newsletters, 3) HOA newsletters, 4) Town social media, 5) Door notifications, 6) Press releases, 7) the Town website, and others. Residents and businesses will be notified of actual dates that work is to be completed adjacent to their properties, and traffic control plans will be developed and managed to ensure worker and public safety.
Town staff will host an in-house Public Outreach Open House in March. This Public Outreach Open House will consist of detailed maps of the 2024 maintenance work to let concerned residents know which streets will receive treatments and how it may affect them. This year’s PMP Open House will be held at Sturm Collaboration Campus - 4500 Limelight Ave. Staff plans to coordinate with neighborhood Home Owners Associations (HOA). Furthermore, press releases will be published before the start of PMP construction season to notify the public of work locations and dates.
History of Past Town Council, Boards & Commissions, or Other Discussions
Town Council approved the Town’s rotating five year PMP regionalized area plan for pavement maintenance, and the plan is currently in the 3rd rotation. The plan divides the town into five regionalized areas. Primary streets can be included in any year of the five-year program. The PMP program will then annually rotate around these five areas excluding primary streets and downtown Castle Rock such that every fifth year repairs to an area’s residential street system will occur. In addition to the regionalized Five Year Pavement Maintenance Program, the Public Works Department has developed the Strategic Asset Management Plan (SAMP) to maximize value from each asset for our stakeholders. Staff has begun making adjustments to the regionalized plan to better align with SAMP policies of working to obtain the lowest total lifecycle cost.
The 2024 budget was adopted on 11/07/2023, that indemnified the funds for the 2024 PMP.
Discussion
The Town’s goal for the PMP is to preserve and extend the life of the Town’s streets by making the most cost effective annual improvements to selected street segments. These goals are met when proper street maintenance is administered to these segments.
Staff determines which streets require maintenance by evaluating street condition ratings in addition to a subjective analysis. A pavement maintenance management program, the Cartegraph Pavement Asset Module, establishes these condition ratings. This program establishes a condition rating based on staff field observations for the streets, and rates them from poor to excellent condition. Different types of street maintenance treatments, such as crack seal, slurry seal, mill & overlay, full depth reclamation, and reconstruction are identified based on the condition of each roadway.
Slurry Seal is a form of maintenance to keep newer streets in good condition. This type of seal is thin in nature and meant to keep water out of minor cracks and improve skid resistance. This year the Town will complete approximately 12 lane-miles of slurry seal, which is approximately 2% of the Town’s streets. A lane-mile is a single lane width by a mile long.
The invitation to bid for construction of this projects was advertised in December 2023. Bids were opened for the projects on January 18, 2024.
The Slurry Seal bid was checked for accuracy, references were checked, and all documents were reviewed for contract compliance. Staff believes that the recommended bidder is qualified to perform the work associated with the respective maintenance contract. A summary of the individual contract with bid amount plus contingency and the contractor is shown on the following table:
2024 PMP RECOMMENDED AWARD
It is anticipated that the slurry seal placement will begin in early July. The asphalt repairs and crack seal portions will occur mid-June.
Budget Impact
The budget for the overall 2024 PMP is $15,100,000. The total of the low bid results for identified work is $10,316,495. Staff recommends adding contingencies for the various PMP projects and reconstructions for unforeseen conditions that total $1,031,650, or 10% of the contract amounts, for a total authorization of $11,348,145. The remaining budget has been identified for the annual miscellaneous concrete project, and other miscellaneous asphalt and concrete needs.
This portion of the PMP requested for this resolution amount o $679,775, which includes a 10% contingency.
Recommendation
Staff recommends that Town Council approve the resolution as introduced by title. This item will be reviewed by the Public Works Commission at their March 4th meeting. Their formal recommendation will be provided at the Council meeting.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternate Motion
“I move to approve the Construction Contract between the Town of Castle Rock and Vance Brothers Inc. for the 2024 Asphalt Overlay Project, with the following changes….”
“I move to continue this item to a future Town Council meeting date”
Attachments
Resolution
Attachment A: 2024 PMP Project Map
Attachment B: 2024 PMP Project Bid Proposal Summary